The name attached to new Word comments usually comes from your Office user identity, not from a setting stored only in the current document. Changing it affects future comments more reliably than comments that already exist.
- Open Word and go to File > Options.
- Under the personalization/user information area, review User name and Initials.
- Change them if your Word installation allows local editing.
- Create a new test comment and check the displayed author.
- If Word is signed into Microsoft 365, review the account profile if the application continues using the cloud identity.
The setting that usually fixes it
In File > Options > General, look under Personalize your copy of Microsoft Office. Enter the name and initials you want, then tick Always use these values regardless of sign in to Office. Without that box ticked, Word keeps using the name from the account you’re signed in with, which is why many people change the user name and see no difference.
Where the name comes from
| Your situation | Name shown on new comments | How to change it |
|---|---|---|
| Signed in with a personal Microsoft account | Your Microsoft account name | Tick “Always use these values”, or change the name on your Microsoft account |
| Signed in with a work or school account | The name your organization set | Ask IT; the “Always use these values” box may be overridden by policy |
| Not signed in to Office | The User name in Word Options | Edit User name and Initials in File > Options > General |
| Word for Mac | The name in Word’s preferences or your account | Word > Preferences > User Information |
Existing comments
Changing your user name does not necessarily change the author metadata on comments already saved in the document.
Microsoft 365 identity
Modern Office builds can use the signed-in organizational or Microsoft account identity. Managed accounts may prevent users from changing the displayed name locally.
Anonymizing a document
If the goal is privacy before sharing, do not merely change your display name. Use Document Inspector and the appropriate remove-personal-information workflow, then inspect comments and tracked changes. Document Inspector replaces names on existing comments with “Author”. Our guides to anonymizing comments in Word and removing the author from a Word document cover both steps.
Windows 10 status
The Word setting is largely an Office feature, but Windows 10 itself ended ordinary support in 2025. Current Microsoft 365/Office behavior should be checked on a supported platform.
Frequently asked questions
Can I edit the name on one comment someone already left?
Not from Word’s interface. Comment authors are stored in the file, and Word offers no rename button. You can remove all names with Document Inspector, or delete the comment and add it again under your name.
Is this the same as the document’s Author property?
No. The Author field in File > Info is separate from comment names. See how to change the author in Word.
Why do my comments still show my old name after changing it?
Either “Always use these values” isn’t ticked, or you are looking at comments made before the change. New comments use the new name.
Does this also change the name on tracked changes?
Yes. Track Changes uses the same user name as comments.
Finalizing a document? See how to remove all track changes.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.